Administrator for the Executive Director

Rochester, NY


Position Summary:

Serves as the Administrator to the Executive Director of Planning and Project Management (PPM) within the Facilities and Services department of the Administration and Finance Division, providing support to other department leadership as needed. Must possess highly developed computer, administrative, organizational and coordination skills. Attention to detail and accuracy is essential. Must be proactive and able to exercise judgment and tact in solving problems and interacting with a variety of visitors, professional staff, and leadership. Ability to execute independent judgement, set appropriate priorities, organize correspondence, materials and action items in the absence of the Executive Director. Must be able to balance multiple short-range and long-range tasks and monitor deadlines. Is responsible for considerable administrative details and duties requiring experience with policies, reporting, dashboards and preparing presentations for board and executive level meetings.


  • With general guidance as to the priorities and using independent judgement, manage the time and calendar for the Executive Director and departmental directors. Has authority to accept appointments and use good judgement to reprioritize schedules based on specific needs. Prepares Executive Director by tracking dates, deadlines and commitments. Works with PPM staff proactively to collect data, documents, and information needed to meet future commitments. Schedules appropriate time for preparation and review.

  • Schedules meetings and events sponsored or requested by the Executive Director and departmental directors. This includes securing location, agendas, materials, technology and catering if applicable. Arranges travel and conference registrations. Prepares expense reports for Executive Director and reviews director and staff level expense reports for accuracy prior to Executive Director signature. May be required to attend and provide a record of selected meeting either verbatim or summarily.

  • Special projects on behalf of the Executive Director. This may include collecting, collating and development of data into presentation form. This may require working across Facilities teams or with those outside the organization or the University. May be asked to track progress against stated goals or division initiatives.

  • Serve as Administrator for the departmental logistic needs and communications to departmental office occupants. Has dotted line oversight to all other administrative staff. Is the point person for all IT, Data and technology needs for the department with both internal Facilities and external University technology teams. Routine administrative duties including handling mail and correspondence, director level payroll, purchase of supplies and equipment and management of service contracts. Support for employee recognition, appreciation and retention programs.

  • Monitor finances of the PPM account, including approval of routine expenditures and conduct ledger reconciliation. Provide input for budget development.

  • Responsible for representing the office of PPM in a professional manner to a variety of internal and external constituents including Administration and Finance leadership, Deans and Academic administrators, Directors, staff, students and members of the community. This requires sound judgement, attention to detail, outstanding communication skills and the ability to maintain confidentiality.

  • Other duties as assigned


  • College graduation and three years of related work experience, or an equivalent combination of education and experience required.

  • Advanced skills in Microsoft Office Word, PowerPoint, Excel and Outlook required

  • Certified Administrative Professional (CAP) preferred

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 20.00 - $ 38.46 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: Central Administration
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 052 Planning & Project Management
Schedule: 8 AM-5 PM